Administrative Specialist

Job Listing No: 9740000

Administrative Specialist

Zoetis is a global animal health company dedicated to supporting customers and their businesses in ever better ways. Building on 60 years of experience, we deliver quality medicines and vaccines, complemented by diagnostic products and genetic tests and supported by a range of services. We are working every day to better understand and address the real-world challenges faced by those who raise and care for animals in ways they find truly relevant.Our name, Zoetis (z-EH-tis), has its root in zo, familiar in words such as zoo and zoology and derived from zoetic, meaning “pertaining to life.” It signals our company”s dedication to supporting the veterinarians and livestock producers everywhere who raise and care for the farm and companion animals on which we all depend on.Zoetis is committed to equal opportunity in the terms and conditions of employment for all employees and job applicants without regard to race, color, religion, sex, sexual orientation, age, gender identity or gender expression, national origin, disability or veteran status or any other protected classification. Disabled individuals are given an equal opportunity to use our online application system. Zoetis also complies with all applicable national, state and local laws governing nondiscrimination in employment as well as employment eligibility verification requirements of the Immigration and Nationality Act. All applicants must possess or obtain authorization to work in the US for Zoetis. Zoetis retains sole and exclusive discretion to pursue sponsorship for the acquisition or maintenance of nonimmigrant status and employment eligibility, considering factors such as availability of qualified US workers. Individuals requiring sponsorship must disclose this fact.Please note that Zoetis seeks information related to job applications from candidates for jobs in the U.S. solely via the following: (1) our company website at site, or (2) via email to/from addresses using only the Zoetis domain of “”. In addition, Zoetis does not use Google Hangout for any recruitment related activities. Any solicitation or request for information related to job applications with Zoetis via any other means and/or utilizing email addresses with any other domain should be disregarded. In addition, Zoetis will never ask candidates to make any type of personal financial investment related to gaining employment with Zoetis.Administrative SpecialistJob Description:This position provides administrative support for multiple groups within Laboratory Sciences, Veterinary Medicine Research & Development (VMRD). This position is located in Kalamazoo, Michigan and reports to the Senior Director, Analytical Sciences. In addition to providing a wide range of administrative support to the groups across Laboratory Sciences, the candidate chosen for this role will be actively engaged in leading and/or assisting with the planning and implementation of local site-based initiatives and events. The candidate will also be responsible for working with technical authors to process documents through final review, signature and archiving. The candidate must be able to work both independently and in team settings to generate high quality results in an effective and efficient manner. All work performed will be in accordance with Zoetis and VMRD procedures and work standards. The candidate will often work in close coordination with other VMRD administrative support personnel on projects and may occasionally perform back-up administrative duties on behalf of these personnel. Job Responsibilities: * Collaborate with technical authors to process documents (e.g. assays, protocols, reports, etc) through final review, signature and archiving * Use document management electronic systems for formatting and editing including version control, coordinate document review, and circulate documents for signatures before sending to partner groups for regulatory submission and archiving * Adhere to internal standard operating procedures (SOPs) and/or other regulatory requirements * Provide expertise and participate in the management of controlled document templates for Laboratory Sciences and assist with coordination and implementation of document authoring/review tools * Schedule company-internal meetings and meeting resources (schedule meeting participants, book conference rooms, arrange call-in phone numbers, set-up online and/or video meeting details) * Schedule job interviews and arrange travel accommodations for interview candidates * Perform administrative tasks for on-boarding and off-boarding of colleagues, interns and contingent workers following established process checklists * Plan and coordinate special on-site and off-site meetings and events involving multiple external visitor participants and/or internal colleagues from other company locations (book meeting facilities and A/V services, order/prepare meeting supplies, coordinate catering services and menus, schedule group tours and evening events, and arrange for other special needs as required by the meeting sponsors) * Arrange travel accommodations for visiting consultants, seminar speakers and other invited meeting guests using corporate online booking tools and procedures * Perform various scheduled and on-demand record-keeping tasks * Order office supplies and other special orders * Maintain phone contact lists and email distribution lists * Arrange guest office accommodations and other facility provisions for site visitors * Provide back-up coverage for other administrative personnel that are temporarily out of the office * Lead and/or assist with the planning and implementation of local site-based initiatives and eventsQualifications: * 2 or more years of administrative experience, including executive support responsibilities * Expert-level knowledge of Microsoft Outlook, Excel, Word and PowerPoint (version 2010 or higher). * Ability to effectively plan and complete work in accordance with stated deadlines * Excellent written and verbal communication skills * Effective time management skills, can effectively juggle and re-prioritize work tasks as needed * Consistently produces quality work and exhibits strong attention to detail * Open to new ideas and enjoys seeking ways to improve upon current processes * Can easily and quickly learn and adapt to new work processes and new systems/technology * 2 or 4-year college degree in Business Administration or similar plan of study is highly preferred.

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